Executive Assistant - HR

Under the direction of the Manager, Executive Communications & Projects, the Executive Assistant – HR provides high-level administrative and professional support to the HR executives, enabling effective leadership decision-making, operational oversight, and execution of departmental priorities. Executes a variety of complex administrative duties requiring a high degree of sensitivity and discretion. Works closely with HR leadership, Finance and Procurement to support fiscal discipline, ensure contract compliance and enable data-driven decision making across HR programs and initiatives. Maintains composure in fast-paced environment and exercises independent judgment and initiative in the planning, organization, and executing highly confidential and time sensitive assignments.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Executive Support & Priority Management
   Manages executive calendars and business priorities, resolving scheduling conflicts and ensuring clear daily execution of commitments. Coordinates on- and off-site meetings, including travel arrangements. Partners closely with executives to maintain visibility into priorities and ensure timely follow-through on key actions. Enhances executive effectiveness by streamlining approval processes, workflows, and tracking mechanisms to drive efficiency and consistency.

2. Executive Communications & Decision Support
   Identifies and resolves obstacles by developing clear action plans and applying critical thinking to recommend solutions. Coordinates with stakeholders to ensure timely follow-through on priorities and requests. Conducts research and prepares materials and communications to support executive decision-making, producing accurate and professional correspondence, reports, presentations and supporting documentation. Serves as a key point of contact for internal and external business associates, executives, department heads, managers, vendors and Tribal Citizens, demonstrating professionalism, discretion and confidentiality in all interactions. Independently responds to routine inquiries and supports leadership with research and preparation for more complex matters.

3. Financial Oversight & Analysis
   Leads the development, implementation, and monitoring of the department’s annual operating budget. Conducts monthly, quarterly, and annual budget reviews; identify variances and recommend corrective actions. Prepares detailed financial reports and dashboards identifying trends and makes recommendations for leadership to support strategic decision-making

4. Contract Strategy & Vendor Oversight
   Partners with HR leadership to assess service needs and determine when new contracts or competitive bidding (RFP) processes are warranted. Tracks contract performance and deliverables. Conduct periodic reviews to ensure vendors meet agreed-upon terms and service levels.

5. Performs other duties as assigned to support the efficient operation of the department.

EDUCATION, EXPERIENCE AND QUALIFICATIONS

• Associate’s degree in Business Administration, Finance, or Human Resources required.
• Bachelor’s degree preferred.
• Minimum five (5) years of experience as an administrative and/or executive assistant supporting Senior and/or Executive Leadership with progressive operations experience in budget/contract administration required, preferably in Human Resources.
• Related, relevant, and/or direct experience may be considered in lieu of minimum educational requirements indicated above.

KNOWLEDGE, SKILLS AND ABILITIES (KSA)

• Strong knowledge of financial management principles, including budgeting, forecasting, and financial reporting.
• Working knowledge of contract & procurement processes, including vendor management best practices.
• General understanding of Human Resources functions, programs, and organizational priorities.
• Knowledge of business communication standards, including executive correspondence, report writing, and presentation development.
• Familiarity with business systems and tools used for financial tracking, procurement, and project management.
• Extensive experience managing calendars for multiple individuals and determining the priority of meeting requests and events.
• Excellent analytical and problem-solving skills, with the ability to interpret data, identify trends, and develop actionable recommendations.
• Exceptional written and verbal communication skills, including drafting executive-level communications, reports, and presentati…